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Receipts & year-end statements

Run year-end giving statements

Generate one annual statement per donor, email them as PDFs, and re-run safely if anything changes.

2 min read · Updated October 31, 2026

A year-end statement lists everything a donor gave in a calendar year, with the deductible total. Most organizations send them in January. DonorFinch generates and emails them in one run.

Needs the Generate year-end statements permission: Finance, Admin or Owner.

Before you run

  • Check that every gift for the year is recorded: online gifts are automatic; add any checks or cash you haven't entered yet.
  • Confirm your EIN and organization name under Settings → Organization; they print on every statement.
  • Optionally edit the cover note under Settings → Templates → Year-end statement. The default subject is "Your {{year}} giving statement from {{org_name}}".

Run

  1. Open Year-end statements.
  2. Pick the year. Only years with countable gifts are offered.
  3. Choose Deliver by email to send each statement as a PDF attachment as it's generated. Leave it off to generate first and review before sending.
  4. Optionally set a minimum total; donors below it don't get a statement (you can still download theirs).
  5. Click Generate. The run happens in the background and the page shows progress; large donor lists take a few minutes.

Review and send

The statements list shows each donor, their total, and whether the statement was emailed. From here you can download any PDF, and send the ones not yet sent if you generated without email first. Donors without an email address, or marked do-not-contact, are generated but not emailed; print or mail those.

What's on a statement

Organization name and EIN, the donor's name and address, each gift with date, fund and amount, refunds netted out, in-kind gifts listed by description (no dollar value), the deductible total, and the standard "no goods or services were provided" language. Each statement has a number (YE-2026-000045) and is also available to the donor in their portal.

Re-running is safe

If you find a missing gift after sending, add it and run the year again. Donors whose totals didn't change keep their original statement; donors whose totals changed get a corrected statement (the old one is voided and the new one says so). Nobody gets a duplicate for nothing.

Timing tips

  • Wait until the first few days of January so late December online gifts have settled.
  • Gifts are placed in a year by their date in your organization's time zone, so a gift at 11:30 pm on December 31 Pacific counts for that year if your time zone is Pacific.

For the rules behind what counts, see Year-end statements explained.

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